Event sales and invoices
Record what happened at an event, let its pricing arrangement work out the total and tax, and send a Square invoice for the balance.
Every booked event has a Sales form. It holds who the event is for, how it is priced, what actually happened, the money that came in and the invoices behind it. A booking made from a lead or a proposal arrives with the customer, the package, the deposit and the tax rate already filled in.
Open an event on your Schedule and click the Sales card in the event window to open the form.
How the event is priced
The Pricing card shows the arrangement the event settles on. Pick one of the cards: Menu (guests pay at the truck), Package (host pays a flat fee), Minimum (host guarantees a floor), or More for your own arrangements. The form then shows only what that arrangement needs.
- Edit terms changes the terms for this event only. The brand's template is not touched.
- For a package, pick the package from your menu.
Set up your arrangements on the brand's Pricing tab. See Pricing arrangements.
Recording what happened
After the event, fill in What happened. The fields depend on the arrangement: Guests served, Hours served, Orders total, Vouchers redeemed, Miles driven, Consumed at menu prices and so on.
Then fill in Money collected: Cash, Card, Check, Invoice, Tax collected, Tips and Square fees. Click Pull from Square to bring in the card sales from your Square account instead of typing them. Pre-pay orders are already counted and left out of the pull.
How the total is worked out
The Priced by the terms card does the math for you, the same way the quote did, using what actually happened instead of the estimate:
- A package charges its price, plus any overage beyond what it covers.
- A minimum compares what guests spent with the floor. If sales came in under, the host owes the difference. If they came in over, the host owes nothing extra.
- Service charges, travel, surcharges and discounts are added as the arrangement says.
- The deposit already received is taken off, leaving the Balance. If the deposit was more than the final total, the card tells you how much to refund.
- Anything you owe an organizer shows under You owe. It never changes what the host pays.
Where the tax rate comes from
Sales tax on the invoice uses the first rate it finds, in this order:
- A tax override on the event itself.
- The customer, if they are tax-exempt (no tax) or have their own rate.
- The customer's organization, if it is tax-exempt or has its own rate.
- The brand's rate.
- Your business's default rate.
- The taxes set up at the brand's Square location.
Under the fee, a line tells you exactly what will happen, for example "Sales tax 8.25% (brand rate) will be added on the invoice", or that the customer is tax-exempt. To charge tax for one event anyway, type an override on the event.
Sending a Square invoice
Link a customer and save
The Balance & invoicing card needs a linked customer and a saved sale. It tells you if either is missing.
Compose the invoice
Click Send invoice... (or New invoice... for a later one). Choose what it is for: Deposit (while one is still due), Balance, Overage or Custom. The lines come from the pricing terms.
Send
Check the Invoice title, the Due date (blank means 14 days from today) and an optional Memo, then click Send invoice. Square emails it to the customer right away.
On a balance invoice, the deposit you already received is credited as Deposit received (pre-tax credit). When the package is linked to your Square catalog, the invoice uses that catalog item, so your Square item reports stay accurate. Service charges go to Square as a service charge.
Already sent an invoice straight from Square? Use Already have an invoice in Square? Attach it and enter its number.
Invoice status everywhere
Once an event has invoices, its status shows the same way on every screen (the calendar, jobs, Today, the customer's page) and in the assistant's answers:
| Status | What it means |
|---|---|
| Paid | Everything invoiced has been paid. |
| Partially paid | Some money has come in, some is still owed. |
| Unpaid | Sent and not paid yet. |
| Overdue | An open invoice is past its due date. |
| Scheduled | Set to send on a later date. |
| Draft invoice | Created in Square but not sent. |
You may also see Refunded, Canceled or Payment failed. When an event has several invoices, the most urgent state wins: overdue shows before partially paid, and partially paid before unpaid.
Locked once the money settles
After a balance invoice is paid, or guests paid pre-pay orders under the terms, the terms and actuals are locked so the numbers match what was charged. To change them, refund first.
When an event is cancelled
Cancel event settles the money first: open invoices are cancelled in Square, and money already paid is refunded to the customer, less any cancellation fee you keep. The fee starts from the brand's default (set under Sales defaults on the brand's Sales & Ops tab) and you can change it for each event. The most recent payment is refunded first, so an earlier deposit is what you keep.
A cancelled sale reports only the fee you kept as revenue, and it accepts no new invoices. See Cancelling an event.
Still stuck? Email support@curbsideops.com or use Report an Issue in the portal. Checked against CurbsideOps 1.105.4.